A user code is a site defined value that is assigned to a household, unit, or community. User codes allow you to define acceptable values for fields, and can be used to store such information as automobile descriptions, parking permit numbers, or pet descriptions.
To add a new user code, follow these steps:
1. Go to System Administration > User Codes Tab.
2. In the User Codes View Option area, select the type of user code that you want to add.
▪ Community Codes—Select to add a community code.
▪ Unit Codes—Select to add a unit code.
▪ Household Codes—Select to add a household code.
3. Go to Tasks > Add a New User Code.
4. In the User Code Add area, enter information in the fields and complete the options:
▪ User Code Description—Enter a description of the user code.
▪ Code Data Type—Select one of the following options for the user code format:
▪ Date—Requires a value in MM/DD/YYYY format.
▪ Number—Requires a numeric value with a maximum value of 999999.
▪ Text—Allows any combination of numeric and alphanumeric text. The maximum amount of characters you can enter is 30.
▪ Currency—Requires a numeric value with a maximum value of 99,999.99.
▪ Pick from List of Values—Select the check box if users will be required to select an option from a list of predefined values.
▪ Active—Select the check box if the user code will be active.
5. If you selected Household Codes in Step 2, the User Code Add area also includes the following fields. Complete the fields:
▪ Pre-Occupancy Activity—Select the check box if the household user code will be used as a pre-occupancy activity. Pre-Occupancy Codes are used in the Add Prospect and Add Guest Card tasks on the Occupancy and Compliance Detail > Prospects tab. These Pre-Occupancy Codes can include things like "Pet Information" and "Parking Spaces Needed?".
▪ Include on Annual Questionnaire—Select the check box if the household user code will be included on the questionnaire in Occupancy and Compliance Detail > Annual Recertification tab - Send First Notice and Annual Questionnaire task).
6. Click Next. If you did not select the Pick from List of Values check box in Step 4, the process of adding a user code is now complete.
7. On the Add Code Values tab, the User Code Detail area displays the information you selected on the previous tab. Additionally, if you had selected the Pick from List of Values check box in Step 4, there is an additional field displayed:
▪ Show as Alert on Work Orders—Select to display the user code on work orders. Alerts will display on work orders in Work Detail > General Information - Work Order for a community, unit, or household when the user codes are added to that location in Community, Unit or Household > User Codes.
8. If you selected the Pick from List of Values check box in Step 4, the User Code Values area is available on the Add Code Values tab. Enter the predefined values users can select from, and then enter a sort order.
9. In the Active column, you set the values to active by selecting the check box, or inactive by clearing the check box.
10. To insert an additional value, click Insert.
11. Click Finished.
12. A message appears asking if you want to save your changes. Click Yes to confirm.